Notaries Public Official Stamps

Am I required to have an official stamp?

A notary public is not required to have an official stamp or to affix an official stamp on a record.  If a notary public chooses not to affix an official stamp to a notarized record, the notary public shall clearly print or type the following; 

  • A signature (made at the same time as the performance of the notarial act)
  • Date (date of notarial act)
  • Jurisdiction
  • Title of office of the notary public
  • Date of expiration of the notary public’s commission
  • Optional: A stamp (if using), which must
    • Be copyable
    • Contain the notary public’s name
    • Contain the notary public’s commission number (or “credential number”, found on the notary public’s commission)
  • If not using a stamp, the notary public’s legibly printed
    • Full name
    • Commission number

Law enforcement-related employees who have a notary public commission do not need to include their commission number on records that are notarized during the course and within the scope of the employee’s official duties

 

What is the "title of office"? 

The title of office is "notary public". 

 

26 V.S.A. Sec. 5368. Below is a sample “short form certificates” set forth in the Vermont statutes.  Please note that the “title of office” is “notary public”. 

 (1) For an acknowledgment in an individual capacity:

State of Vermont [County] of ____________________________________ This record was acknowledged before me on _____________________ by ____________

Date ________ Name(s) of individual(s)____________________________

Signature of notary public _______________________________________

Stamp ____________  [__________________]

Title of office____________ [My commission expires: ____________]

           (2) For an acknowledgment in a representative capacity:

State of Vermont [County] of _____________________________________

This record was acknowledged before me on __________ by ____________ Date ________ Name(s) of individual(s) ____________ as ______________ (type of authority, such as officer or trustee) of ________________ (name of party on behalf of whom record was executed).

Signature of notary public __________________

Stamp [________________________]

Title of office ____________ [My commission expires: ____________ ]

(3) For a verification on oath or affirmation:

State of Vermont [County] of __________________

Signed and sworn to (or affirmed) before me on ____________ by __________________

Date ____________

Name(s) of individuals making statement __________________

Signature of notary public __________________

Stamp [________________________]

Title of office____________ [My commission expires: ____________ ]

(4) For attesting a signature:

State of Vermont [County] of __________________

Signed [or attested] before me on ____________ by __________________ Date ________ Name(s) of individual(s) __________________

Signature of notary public __________________

Stamp [________________________]

Title of office ____________ [My commission expires: ____________]

 

Law Enforcement Employees:

The following law enforcement-related employees no longer need to apply for or obtain a notary public commission to provide notary public services (referred to in the Notary Public Law as “notarial acts”) within the course and scope of employment duties:

Law enforcement officers certified under 20 V.S.A. Chapter 151

  • Non-certified constables
  • Vermont law enforcement agency employees
  • Vermont Department of Public Safety employees
  • Vermont Department of Fish and Wildlife employees
  • Vermont Department of Motor Vehicles employees
  • Vermont Department of Liquor Control employees
  • Vermont Department of Children and Families employees
  • Office of the Defender General employees
  • Office of the Vermont Attorney General employees
  • State’s Attorney employees
  • Sheriff employees

 

If you do not hold a notary public commission and are providing notary public services in your role as one of the law enforcement-related employees listed, above, you may only provide these notary public services within the course and scope of your employment duties.  You may not provide notary public services outside of work. 

If you hold a notary public commission obtained after completion of the notary public commission application through the OPR website, you may perform notarial acts outside the scope of your official duties.  These notarial acts must comply with the Vermont laws pertaining to notaries public and notarial acts.

Law enforcement-related employees who have a notary public commission do not need to include their commission number on records that are notarized during the course and within the scope of the employee’s official duties. 

A law enforcement-related employee exempt under 26 VSA Section 5305(a)(1)(B) should include the following with each notarial act:

  • Name of law enforcement-related employee notarizing the record
  • Date of the notarial act

The following statement: “Exempt as a Law Enforcement-Related Employee”

If an exempt employee wishes to notarize outside of their employment duties and have an official commission number they will need to complete an online notary application.  

 

Does Vermont allow electronic or remote notarization's at this time?

Vermont law prohibits remote online notarization and electronic notarization until the Secretary of State has adopted rules and prescribed standards for these practices.  26 V.S.A. Sec. 5323.  The Secretary of State has not yet adopted such rules.  In turn, remote online notarization and electronic notarization are not yet permitted in the State of Vermont.  Please continue to visit our website,https://www.sec.state.vt.us/professional-regulation/list-of-professions/notaries-public.aspx, for updates on the Notary Public Rules.

 

What is required if I do have an official stamp?

The official stamp of a notary public must include the notary public’s legal name, jurisdiction, and commission number issued by the Office of Professional Regulation. Please wait to order your stamp until your Notary Public license is approved by the Office as a new commission number will be issued. Your new commission number will be different from your current commission number. Applications will open in mid-December.

 

How should I sign my name when notarizing a document?

The signature on documents you notarize must match the signature on your Oath of Office/Affirmation.  

 

What is an official stamp?

An official stamp is a physical image affixed to or embossed on a tangible record.  A stamping device that is capable of affixing to or embossing on a tangible record an official stamp is an acceptable device.

Below are sample official stamps which can be used for a Notary Public Stamp. The shape and style of the stamp may be determined by each notary.

 Notary stamp sample which is circular with the full name at the top, the words "Notary Public State of Vermont" at the bottom, and the Commission number in the center.                        Notary stamp, rectangular

 

What is my commission number?

Once your Notary application is approved you will be issued a new commission number. Your commission number is also referred to as a “credential number” or “license number”.  This number us unique to you and will not change.

 

How do I find my commission number?

Your commission number may be found on your Notary Commission certificate where it is called a “credential number”.  You may look up your commission number using the licensee look-up feature.

 

How many commission # digits are required to appear on the stamp?

You may list all 10 digits; however, you are only required to list the last 7 digits.

 

Am I required to purchase supplies and/or packages from an association?

No. Notaries are free to determine what supplies and services they need and where to purchase them as long as those supplies and services are in compliance with Vermont laws.

 

What is the difference between an ink stamp and embosser?

An ink stamp is a device (i.e., an object) that can imprint a physical, ink-based image on a tangible record.  An embosser is a device that imprints a raised, textural image on a tangible record.  For the purposes of notarization, an ink stamp or an embosser may be used to affix an official stamp to a record. 

Important Note:

A notary public is responsible for the security of the notary public’s stamping device and shall not allow another individual to use the device to perform a notarial act.  If a notary public’s stamping device is lost or stolen, the notary public or the notary public’s personal representative or guardian shall promptly notify the Office of Professional Regulation upon discovering that the device is lost or stolen.

This page was last updated: 2019-11-07